Have you come across a staff list page on your site and wondered to yourself “why can’t I edit this?”

In this article we explain why you don’t have access to staff lists. We give you a bit of background about how they’re edited and what processes to follow if they need to be changed.

Why can’t I edit the staff list?

Staff lists draw on information directly from the HR databases to ensure information is accurate in one central source of truth. As such standard editors don’t have editing permissions to ensure the formatting and data stays intact and the pages work as intended.

Being added to the List

For new staff to be added to a staff list they must first opt in to the feature. This can be done by using the following link: https://intranet.latrobe.edu.au/colleges-and-divisions/support-services-divisions/marketing/digital-engagement-recruitment/staff-listing-opt-in

Standard School / Department List

If the list is a standard school/department list, they should automatically be added to the list after opting in. This may take upwards of 72 hours as the intranet server needs to update that they’ve opted in, then the HR Server needs to receive this information to update their file and finally the website needs to receive the new information and update. Each server works on an automated 24hr cache cycle that isn’t synched.

Research centre List

If the list is for a specific research centre they need to be added in manually by Digital Marketing.

To do this open up a Digital Marketing Request and tag it with:

  • Category: Website
  • Request Type: Add / Remove Staff from Staff List

In the request Include the URL of the staff list you’d like changed and the details of who you are adding / removing.

 *Note* Sessional staff are to be omitted from the lists, as some sessional staff are only employed for a few hours per week. If they were to be included, some staff lists will grow from 30 – 105 staff. As such there is no way to code them to display as this decision was made by ICT when the lists were created.

Additional features Digital Marketing can do

There are also special instructions/customisations Digital Marketing can control around staff lists. These are:

  • we can specify whether a staff member’s phone number displays on the list.
  • in special situations we can over-ride the title section. 1 (HR has a 30-character limit for titles and often use abbreviations)
  • we can customise the order, limited to the top 5 people on the list. 2

*Note*

1 We rarely use the Preferred Position description over-ride as its use is reserved for if there is an error occurring or if the title is not recognised in the HR system. Our guidelines specify that the position title needs to correctly be set up in the HR system, as this is the single source of truth.

2Changing a person’s default order also affects the order of the person on ALL staff lists. So please also provide adequate approval of the order change.

Let’s look at an example, on the staff list for the School of Life Sciences, It has been customised to omit the Head of School’s phone number, the Head of Schools title has been overridden so that it fully displays and the list has been reordered so that the Head of School and Heads of Department appear at the top of the list.

How to update specific information for the list through HR

The staff list salutation and titles are drawn from the HR system. In order to update this information you will need to open up a ticket with ASKHR. Please direct affected staff to the following links below.

*Note* To change the Salutation to Dr/Professor they need to provide a copy of their credentials (i.e their PhD) to HR.

*Note* Even though we can over-ride this on the staff list the incorrect title may still appear in HR and their scholars profile. As such it is still required to reach out to HR to have the information corrected/updated.

Have questions about your web editing?

Remember, we’re always here to help! To reach out, please: